(Australian Business Number (ABN) 51 226 841 909) is committed to protecting and respecting your privacy.

This Policy sets out how we collect, use, disclose, store, handle and dispose of personal information about our members and any other people we interact with. It should be read together with any terms and conditions governing your use of the website or app, our membership terms and conditions (if you are a member), and any location specific legal notice.

In this Policy, “you” refers to any individual from whom we collect personal information, which includes any information or opinion that can identify you, including health information.

By providing your personal information to us, you consent to process your personal information for the purposes set out in this Policy, in addition to any other lawful basis which we may do so.

If you have any questions or comments about this notice, or you wish to exercise the rights you have under applicable privacy laws (which are explained further below), please contact us using the methods set out in section 12.

1. What information does Portal Brazilian Jiu Jitsu collect about you?

We only collect personal information where it is necessary to do so for our functions or activities.   You can always decline to give Portal Brazilian Jiu Jitsu any personal information we request, but this may mean we cannot provide you with some or all of the services you have requested. 

The types of personal information we collect about you may include:

• Identity information including first name, last name, username or similar identifier, marital status, title, date of birth, age, gender;
• Contact information including billing address, postal address, email address and telephone numbers and any other details needed to complete your membership agreement;
• Financial information including bank account and/or credit card details and other payment method details;
• Transaction information including details about payments to and from you, other details of services you have received from us, and records of our communications;
• Member information including details of your attendance rates, as well as personal information which can include Identity, Contact, Financial, Transaction and Profile information of you and/or your family members, emergency contact details, or other third persons about whom we need to collect personal information by law, or under the terms of a contract we have with you;
• Sensitive information may include sensitive personal information where it is relevant to the services that we provide, such as health information (ie, height, weight, age, personal effort, photographs, health and fitness goals and achievements).  The types of sensitive information we collect may also include details of your medical history, details of any medication(s) you take, whether you smoke or are pregnant, and other relevant health-related information; 
• Marketing and communications information including your preferences in receiving marketing from us and your communication preferences; 
• Image / audio visual recordings including closed circuit television (CCTV) footage that is installed within appropriate areas in each of our gym facility, and, with your express consent, your photo or video for promotional purposes (where permitted under applicable privacy laws). 

2. How does Portal Brazilian Jiu Jitsu collect your personal information?

We generally collect personal information directly from you. We may collect and update your personal information over the phone, by email, via our Website or App, or in person. We may sometimes collect personal information about you from other sources, including publicly available information, and social media. 

3. How we use and process the personal information we collect about you

Portal Brazilian Jiu Jitsu collects personal information reasonably necessary to carry out our business, to assess and manage our members’ needs, and to provide jiu jitsu programs.  We may also collect information to fulfil administrative functions associated with these services.  Depending on your interactions with us, we may use and process your personal information for the purposes including:

• To process and administer your dealings as a member, including (without limitation); when members or prospective members enquire about memberships, processing payments and direct debit requirements, monitoring progress in a jiu jitsu program. 
• To manage our relationship with you, including (without limitation); notifying you about changes to our terms, asking you to leave a review or take a survey, defending our legal interests, to respond to and manage inquiries, complaints, feedback and claims.
• (Where permitted under applicable law) to provide you with the information and communications such as; information about our services, newsletters which are of interest to you, upcoming promotions and events, or other opportunities that may interest you.

The legal basis for processing personal data by us will be one of the following: 

• you have given us consent;
• the processing is necessary for the performance of a contract you are party to, or in order to take steps at your request prior to you entering into a contract;
• the processing is necessary in order for us to comply with our legal obligations; or
• the processing is necessary for the pursuit of our legitimate business interests. 

4. Can you deal with Portal Brazilian Jiu Jitsu anonymously?

You may visit our Websites without identifying yourself. If you identify yourself (for example, by providing your contact details in an enquiry), any personal information you provide to us will be managed in accordance with this Policy.

Portal Brazilian Jiu Jitsu will provide individuals with the opportunity of remaining anonymous or using a pseudonym in their dealings with us where it is lawful and practicable to do so (for example, when making a general enquiry).  In general, it is not practicable for Portal Brazilian Jiu Jitsu to deal with individuals anonymously or pseudonymously on an ongoing basis. If you do not provide your information to us, we may not be able to:

• provide you with the services you want, or permit participation in the programs or activities we manage or deliver;
• respond to your requests;
• manage or administer your service;
• personalise your experience with us; or
• let you know about other services that might suit your needs. 

5. How does Portal Brazilian Jiu Jitsu hold and secure information?

Portal Brazilian Jiu Jitsu stores information in paper-based files or using electronic record keeping methods (including using trusted third-party storage providers based in Australia and overseas).  Personal information may be collected in paper-based documents and converted to electronic form for use or storage (with the original paper-based documents either archived or securely destroyed). We take reasonable steps to protect your personal information from misuse, interference and loss and from unauthorised access, modification or disclosure.

Portal Brazilian Jiu Jitsu maintains physical security over paper and electronic data stores, such as through locks and security systems at our premises. We also maintain computer and network security, for example, we use firewalls (security measures for the internet) and other security systems such as user identifiers and passwords to control access to our computer systems.

Our website does not necessarily use encryption or other technologies to ensure the secure transmission of information via the internet. Users of our website are encouraged to exercise care in sending personal information via the internet.

6. Does Portal Brazilian Jiu Jitsu use or disclose your personal information for digital or direct marketing?

In some jurisdictions, you may receive direct marketing communications. If you do not want to receive direct marketing communications, or you have provided your consent to receive direct marketing but wish to withdraw it, you can opt-out at any time by contacting us using the contact details below in section 14 or the unsubscribe facility in the emails we send to you.

If you opt-out of receiving marketing material from us, Portal Brazilian Jiu Jitsu may still contact you in relation to its ongoing relationship with you.

We may occasionally engage other organisations to provide marketing or advertising services on our behalf.  Those organisations will be permitted to obtain only the personal information they need to deliver the relevant services. If we provide those organisations with any of your personal information, it is to provide you with a better or more relevant and personalised experience and to improve the quality of those services.

7. How does Portal Brazilian Jiu Jitsu disclose personal information?

We will not sell, distribute or disclose your information or personal details to any third parties, other than in accordance with this Policy, or to those who are contracted to us to keep your information or personal details confidential.

We may disclose personal information:

• to our suppliers, consultants, contractors or agents we engage in order to provide our services, including for payment processing and debt recovery, data processing, data analysis, customer satisfaction surveys, information technology services and support, Website and App maintenance/development, printing, archiving, mail-outs, and market research;
• via our social media pages for promoting Portal Brazilian Jiu Jitsu and our services;
• if we merge with or are acquired by another entity, to that entity as a part of the merger or acquisition;
• to relevant government, federal, state and territory authorities for the purpose of investigating an incident, including a workplace health and safety matter or security incident;
• when conveying information to a responsible person (e.g. parent, guardian, spouse) if you are injured, incapable or cannot communicate, unless you have requested otherwise;
• for other administrative, management and operational purposes, such as risk management and management of legal liabilities and claims (for example, liaising with insurers and legal representatives).

We may use and disclose your personal information for other purposes explained at the time of collection, that you have consented to, or otherwise as set out in this Policy.

8. Your rights

How to access your information

Subject to applicable laws, you are entitled to access your personal information held by Portal Brazilian Jiu Jitsu on request. You can do this by contacting us using the contact details set out below. We will need to verify your identity before we can give you access. We will acknowledge receipt, and we will endeavour to deal with and respond to your request within a reasonable time.

You will not be charged for making a request to access your personal information but you may be charged for the reasonable time and expense incurred in compiling information in response to your request.

We may decline your request to access your personal information in certain circumstances in accordance with applicable privacy laws.  If we do refuse your request, we will provide you with a reason for our decision (including, where applicable, an alternative means of access to the information, such as supervised inspection), and how you can complain if you are not satisfied with our decision.

How to correct your personal information

We will take reasonable steps to ensure that the personal information we collect, use or disclose is accurate, complete and up-to-date. You can help us to do this by letting us know if you notice errors or discrepancies in information we hold about you and letting us know if your personal details change. If you consider any personal information we hold about you is inaccurate, out-of-date, incomplete, irrelevant or misleading you are entitled to request correction of the information. After receiving a request from you, we will take reasonable steps to correct your information. If we refuse your request to correct your personal information in accordance with this procedure, we will include a statement with your personal information about the requested correction. 

9. What happens when we no longer need your information?

We will only keep your information for as long as we require it for our purposes. We may also be required to keep some of your information for certain periods of time under applicable law. When we no longer require your information, we will take steps to securely destroy or de-identify it. We will only keep your information for as long as we have a relationship with you and for 7 years or otherwise as required for our business operations or by applicable laws. 

We may need to retain certain personal information after we cease providing you with products or services to enforce our terms, for fraud prevention, to identify, issue or resolve legal claims and for proper record keeping. We may also retain a record of any stated objection by you to receiving marketing for the purpose of ensuring we can continue to respect your wishes and not contact you further.

10. What should you do if you have a complaint about the handling of your personal information?

You may contact Portal Brazilian Jiu Jitsu at any time if you have any questions or concerns about this Policy or about the way in which your personal information has been handled or processed.  You may make a complaint to us using the contact details set out below.

In most cases, we will investigate and respond to a complaint within 30 days of receipt of the complaint. If the matter is more complex or our investigation may take longer, we will let you know.

If you still feel your issue or request has not been resolved to your satisfaction, then you have the right to make a complaint to the relevant data protection authority (for example in the place you reside or where you believe we breached your rights). We can, on request, tell you the relevant authority for the processing of your personal information.

In Australia, the relevant authority is the Office of the Australian Information Commissioner, who can be contacted by telephone on 1300 363 992 or online at: www.oaic.gov.au/privacy.

11. How changes are made to this Policy?

Portal Brazilian Jiu Jitsu may amend this Policy from time to time, with or without notice to you, subject to local law. We recommend that you visit our Website regularly to keep up to date with any changes.

12. How can you contact us?

Please contact us if you have any questions or comments about this notice or if you wish to exercise the rights you have under applicable privacy laws using the following details: 

Email: [email protected]

Last Updated: September, 2023